Northeast Motorhome Association Minutes: November 17, 2019

Date: November 17, 2019
Time: 7:00pm
Conference Call:
John called the meeting to order at 7:06pm
Secretary announces she is recording the meeting and asks if there are any objections, hearing no objections she continues with roll call
Present: John Traphagen, Lou Snow, Charlie Lawrence, Charlotte Burrell, Patty Pritchard, Maureen Pellitier, Anne Archambault, Barbara Smith, and Connie Poole (Parliamentarian)
Absent: John Poppe
Secretary Report:
Anne asks if everyone received the minutes of November 3, 2019.
All respond yes. Anne asks if there are any questions or corrections, no corrections or questions, John asks if there is a motion to accept the minutes of Nov. 3.
Charlotte made a motion to accept the secretary report of Nov. 3, 2019 Charlie 2nd , there was no further discussion and John asked for a vote. Minutes passed unanimously.
Correspondence:
Anne asked about contacting Susquenango chapter to let them know we are working on getting the financial information posted on the web site and will answer any questions they may have after reviewing the financials for themselves
Anne read a request form the Bussin Buddies Chapter to have an independent audit of the treasurer’s books for the 2 years prior the John Traphagen taking office.
It was decided to get a note out to both Chapters and let them know we received their request and we are considering the request.
Treasurer’s Report:
Maureen reported there have been no changes since our last meeting, however she does anticipate changes for the next meeting, Ex Maureen has the address for the VFW and will be sending a donation for $50.00 for their participating at the Syracuse Rally. There will also be more checks written for former Officers as stated below.
Maureen reported she has received a request from John T. to reimburse for former officers that voted to be reimbursed for their participation in the Annual Meeting held in Bainbridge Sept. 2018. The board at that time voted to reimburse the officers on 7-22-18 and the vote appears in the minutes of that date. John stated this was not open for this board to discuss. However other board members remember a discussion where it was decided not to reimburse the previous board. Anne stated she did not have any minutes where the board voted to reverse the decision of 7-22-18. She asked Barbara what date that decision was made; Barbara stated she had it in her notes but would have to get back to this board with that information.
Connie read the minutes of the July 22, 2018 notes where the board voted to reimburse the members for the expenses of the Bainbridge, NY Rally.
Maureen stated she had a conflict of teleconference vs going to the rally. John stated this was supposed to be the Northeast Area annual meeting via conference call. Barbara stated the Annual meeting was cancelled for Bainbridge because the Audit results needed to be set up before the annual meeting per the Bylaws.
Connie’s concern is that members spent money to go to the Bainbridge rally and it was approved on the July 22, 2018 meeting.
Charlie has a concern that John directed Maureen to make the reimbursements without the approval of this board.
Charlotte asked how much money was involved, Maureen stated she did not have those figures as she does not have good internet service and will have to wait till Tuesday or Wednesday.
Someone asked how many board members of the Susquenango Chapter were going to the rally anyway; Lou stated not all members of the board are members of that chapter.
Charlotte asked again if any dollar amount could be guessed. Maureen guessed around $1000.00 and John thought it was more like $1200.00. Four members requested reimbursement they included: Donna Merino, Tom Ziobrowski Lou Snow and John Traphagen. John questioned why it was not sent out by the previous board. He stated on October 24th 2018 Barbara sent out an email to certain members stating she would get back to them. Donna and Tom received an email August 16, 2019 that the board did not approve the reimbursement.
Patty asked why it wasn’t sent out from the previous board, Barbara explained the President has to approve the expenses and didn’t send it to the previous Treasurer, and Maureen looked back and stated there was no treasurer at that time. Maureen said she notes the books were returned to National on August 29, 2018 and Barbara opened an account in September 2018.
Barbara stated and read that Article 4 paragraph 5 of the Bylaws all board members will serve without compensation, and at the time there was no board and no treasurer.
Charlie is concerned that this president is acting without approval of this board. Lou stated the members just want to be reimbursed and it was not the intent to create this situation.
Charlie wants the courtesy of informing the board before action is taken.
Maureen stated that any President’s expenses must be approved by 2 Vice Presidents before any check is sent out; John is now the presiding President so his check will have to be approved by 2 Vice Presidents. John requested that since Lou is the Senior Vice President it would be right to have 2 Vice Presidents approve his expense also as he was Sr. VP at the time of the Bainbridge Meeting Patty stated she would review the request if the request were sent to the Vice Presidents. Maureen requested that John send his and Lou’s request to each of the Vice Presidents for approval.
Old Business:
Web Site, John spoke to Jason and he is looking for more information such as newsletters, By Laws and Standing Rules. John stated he sent out an email to the board but a number of members stated they did not receive it. Maureen suggested we send out a financial report for all to read and that may satisfy the concerns of some of the members. It was suggested a complete financial report be published along with the financial report in the minutes of each meeting.
Charlotte requested clarification of the order which information be directed to the web site. John confirmed that all articles should go to the Northeast Secretary then onto the Web Master where he will publish it on the Web Site.
John announced the By Law Committee has been working on the By Laws. Charlie asked if they were working on the 1 time Standing Rules change we will need to get back into compliance of our Standing Rules to get elections back to the normal after this year’s special election.
John asked Barbara if she has heard anything from Colton RV for the donation after selling coaches at the rally. John asked what the contract said. Barbara explained there was no contract but a Dealer letter stating there would be no charge to display the coaches but if any were sold a donation of $100.00 would be made if they sold a coach. Barbara stated she had tried to contact them and would try again.
John stated a Chapter still had not paid for the ad in the program book for the Syracuse Rally. Barbara stated she had spoken to the treasurer and she had the invoice and would be sending the check along.
NEA Rally 2020 Sites:
John reported he and Lou spoke to Jamie and Jeff at Essex Junction VT for a rally, they stated they would send information for a rally July 14 to the 19th. John will let the board know when he gets the information.
Ira Miller will be sending information for the 2020 rally after talking to Sussex NJ fairgrounds. We will need generators for electricity at $500.00 per day for 3 generators. John explained the fairgrounds is a Not for Profit organization vs a Non Profit Organization. More information will be coming.
John said he will be checking with INDO for a possible place.
International Rally 2020:
Sites that are being considered are: Lincoln Nebraska, Tulsa Oklahoma, Hutchinson Kansas, Sedalia Missouri, and Gillette Wyoming.
The committee is looking at the end of August to the end of Sept. for 14 days.

New Business:
When the web site is up and running we will post the financial report as well as the minutes.
Anne has been asked to contact the Susquenango Chapter and the Bussin Buddies Chapter with a letter acknowledging their letters and concerns.
John told Patty he would get her a contact person (National Director) from Susquenango.
John said the By Laws Committee will be having a conference call meeting November 20, 2019. He stressed that all changes must be in the hands of the National Directors for a vote at the annual meeting no later than June 1, 2020. Connie explained that the committee has to submit the changes 120 days prior to the meeting to the NEA Board for suggestions and then to the National Directors 60 days prior to the vote.
John explained that he would get as much information to the Board as soon as he gets it and if we need to we will have a mid week meeting otherwise the next scheduled meeting will be December 8, 2019.
Lou made a motion to adjourn at 8:29pm Charlotte 2nd all approved
Respectfully submitted
Anne Archambault, Northeast Area Secretary Approved 12/8/2019
Sent to Web Master (Jason @FMCA) 12/10/2019

Northeast Motorhome Association Minutes: November 03, 2019

Date: November 3, 2019
Time: 7pm
Conference Call:
John called the meeting to order at 7:01pm
Roll Call: Anne announced she would be recording the meeting if there are no objections, no objections Anne continued with Roll Call.
Present: John Traphagen, Lou Snow, Charlotte Burrell, Charlie Lawrence, Patty Pritchard, John Poppe, Maureen Pelletier, Anne Archambault, Barbara Smith, Connie Poole Parliamentarian.
Secretary Report:
Anne asked if everyone had received the minutes of the October 6th meeting. All responded they had and there was one correction, John stated that Bob Mills has volunteered to be the Volunteer at Large so we should remove the sentence stating we were looking for a volunteer. Maureen made a motion to accept the minutes of October 6, 2019 as corrected, Charlie 2nd Motion was approved unanimously.
Anne announced she received a formal written request from the Susquenango Chapter of FMCA for an independent audit of the NEA Treasury Account. Anne read the formal request and John requested we wait until we get to New Business for discussion.
Treasures Report:
Maureen went over the rally expenses and mentioned that National made a deposit of $2000.00 for having educational seminars. John Poppe will get a name so Maureen can make the donation to the color guard. We are still waiting for payment from Colton for the number of coaches sold that was agreed on; Barbara will follow up with Colton. There is still a chapter that has not paid for the ad in the Program from the Syracuse Rally.
2020 Rally:
John announced there was an Executive Board National Meeting and it was announced that the 2020 rally would not be held in Syracuse. There was suppose to be a signed contract by October 15, 2019 but no contract has been signed, so the Executive Board voted to look elsewhere for the 2020 rally. Patty asked where it would be held; John said it would not be held in the Northeast so we will have to organize a Northeast Rally for the summer of 2020. John stated National was looking in different areas and we would be notified as soon as a decision was made.
Elections:
Connie asked if everyone got a copy of the letter she received from the National Parliamentarian, everyone stated they did. Charlotte asked what it meant. Connie explained that all that are in office now will stay for two years. In 2021 the entire Board will be up for election. The Treasurer, and three Vice Presidents will serve for a 2 year period, The Sr. Vice President and the Secretary and one Vice President will serve for a 1 year period per our Standing Rules paragraph 3.
Charlie asked if the By Laws and Standing Rules will be re written before the election. We may have to make a 1 time change to the Standing Rules to be in compliance with our Bylaws and Standing Rules.
Patty asked what we need to do to be in compliance according with the By Laws and Standing Rules.
Patty made a motion to have another election to be in compliant according to National Parliamentarian, in 2021 Lou 2nd . Further discussion on how to stay in compliance was discussed.
Patty made a motion to withdraw her motion and Lou 2nd.
Charlie made a motion to Follow the National Parliamentarian suggestion to have a onetime standing rule change for an election of Board Members for 2021 complete board for a one year term then continue with the original procedure of on the odd years election of the Treasurer and 3 Vice Presidents till 2023 and the even years for Secretary, Senior Vice President and one Vice President for 2022.
Roll call for a vote was taken, Motion passed unanimously.

Vice President Workshops:
Charlotte reported she held her 1st workshop with 3 of her National directors and believed it was successful. She will continue to have them, lots of information was shared.
Charlie reported he is still waiting to hear from 3 National Directors.
Patty is also waiting to hear from 3 National Directors.
John and Lou did not have a report.
John stated that he would like a list of those the VP’s are not able to make contact and he will see what he can do on the National Level.
Rallies:
Harbourfest will take place in July next year. Charlotte would like this to be posted on the website as soon as it goes online.
Northeast Area Officers are now responsible to host a Northeast Rally for 2020.
John suggested Essex Junction VT.
Syracuse We lost money this past year, probably not a good choice for 2020.
Freiburg, ME fairground might be a good choice.
Springfield, MA, Very expensive.
Labor Day Weekend would not be a good choice for dates.

RV Shows:
Charlotte reported the big RV Show in the New York would be in March and the cost will be $695.00. FMCA would only support us with flyers but no monetary help. Therefore we will not be participating.
Charlotte reported she attended the New York Central end of the year dinner and represented the NE Officers. She reported they would like an increase in communication with the Northeast Board.

Financial Reports:
John revisited the request from the Susquenango chapter for a request for an independent Audit of the financial books. Maureen stated the treasures report was voted on at the annual meeting in Syracuse 2019 and an audit was performed by the newly elected audit committee and found in good order. Discussion was held on the concerns of the Chapter and it was decided to get the Web Site up and running with the Treasurer’s Report published for 2018 to 2019 for all to review and then questions will be answered.
Charlie made a motion to table the discussion of a financial independent audit of the until we get a clear understanding of a request by any Chapter until the Web Site is up and running with the information so all Chapters can review it. Lou 2nd roll call was taken and motion passed unanimously.
John will be in touch with Jason this week about the Web Site changes we made at the conference call workshop.
Next Board Meeting Nov 17, 2019
Meeting adjourned: 8:55pm

Respectfully submitted,

Anne Archambault, Northeast Area Secretary

Minutes approved, November 17, 2019
Sent to Web Master (Jason At FMCA) 12/10/2019

Northeast Area Minutes
Date: November 3, 2019
Time: 7pm
Conference Call:
John called the meeting to order at 7:01pm
Roll Call: Anne announced she would be recording the meeting if there are no objections, no objections Anne continued with Roll Call.
Present: John Traphagen, Lou Snow, Charlotte Burrell, Charlie Lawrence, Patty Pritchard, John Poppe, Maureen Pelletier, Anne Archambault, Barbara Smith, Connie Poole Parliamentarian.
Secretary Report:
Anne asked if everyone had received the minutes of the October 6th meeting. All responded they had and there was one correction, John stated that Bob Mills has volunteered to be the Volunteer at Large so we should remove the sentence stating we were looking for a volunteer. Maureen made a motion to accept the minutes of October 6, 2019 as corrected, Charlie 2nd Motion was approved unanimously.
Anne announced she received a formal written request from the Susquenango Chapter of FMCA for an independent audit of the NEA Treasury Account. Anne read the formal request and John requested we wait until we get to New Business for discussion.
Treasures Report:
Maureen went over the rally expenses and mentioned that National made a deposit of $2000.00 for having educational seminars. John Poppe will get a name so Maureen can make the donation to the color guard. We are still waiting for payment from Colton for the number of coaches sold that was agreed on; Barbara will follow up with Colton. There is still a chapter that has not paid for the ad in the Program from the Syracuse Rally.
2020 Rally:
John announced there was an Executive Board National Meeting and it was announced that the 2020 rally would not be held in Syracuse. There was suppose to be a signed contract by October 15, 2019 but no contract has been signed, so the Executive Board voted to look elsewhere for the 2020 rally. Patty asked where it would be held; John said it would not be held in the Northeast so we will have to organize a Northeast Rally for the summer of 2020. John stated National was looking in different areas and we would be notified as soon as a decision was made.
Elections:
Connie asked if everyone got a copy of the letter she received from the National Parliamentarian, everyone stated they did. Charlotte asked what it meant. Connie explained that all that are in office now will stay for two years. In 2021 the entire Board will be up for election. The Treasurer, and three Vice Presidents will serve for a 2 year period, The Sr. Vice President and the Secretary and one Vice President will serve for a 1 year period per our Standing Rules paragraph 3.
Charlie asked if the By Laws and Standing Rules will be re written before the election. We may have to make a 1 time change to the Standing Rules to be in compliance with our Bylaws and Standing Rules.
Patty asked what we need to do to be in compliance according with the By Laws and Standing Rules.
Patty made a motion to have another election to be in compliant according to National Parliamentarian, in 2021 Lou 2nd . Further discussion on how to stay in compliance was discussed.
Patty made a motion to withdraw her motion and Lou 2nd.
Charlie made a motion to Follow the National Parliamentarian suggestion to have a onetime standing rule change for an election of Board Members for 2021 complete board for a one year term then continue with the original procedure of on the odd years election of the Treasurer and 3 Vice Presidents till 2023 and the even years for Secretary, Senior Vice President and one Vice President for 2022.
Roll call for a vote was taken, Motion passed unanimously.

Vice President Workshops:
Charlotte reported she held her 1st workshop with 3 of her National directors and believed it was successful. She will continue to have them, lots of information was shared.
Charlie reported he is still waiting to hear from 3 National Directors.
Patty is also waiting to hear from 3 National Directors.
John and Lou did not have a report.
John stated that he would like a list of those the VP’s are not able to make contact and he will see what he can do on the National Level.
Rallies:
Harbourfest will take place in July next year. Charlotte would like this to be posted on the website as soon as it goes online.
Northeast Area Officers are now responsible to host a Northeast Rally for 2020.
John suggested Essex Junction VT.
Syracuse We lost money this past year, probably not a good choice for 2020.
Freiburg, ME fairground might be a good choice.
Springfield, MA, Very expensive.
Labor Day Weekend would not be a good choice for dates.

RV Shows:
Charlotte reported the big RV Show in the New York would be in March and the cost will be $695.00. FMCA would only support us with flyers but no monetary help. Therefore we will not be participating.
Charlotte reported she attended the New York Central end of the year dinner and represented the NE Officers. She reported they would like an increase in communication with the Northeast Board.

Financial Reports:
John revisited the request from the Susquenango chapter for a request for an independent Audit of the financial books. Maureen stated the treasures report was voted on at the annual meeting in Syracuse 2019 and an audit was performed by the newly elected audit committee and found in good order. Discussion was held on the concerns of the Chapter and it was decided to get the Web Site up and running with the Treasurer’s Report published for 2018 to 2019 for all to review and then questions will be answered.
Charlie made a motion to table the discussion of a financial independent audit of the until we get a clear understanding of a request by any Chapter until the Web Site is up and running with the information so all Chapters can review it. Lou 2nd roll call was taken and motion passed unanimously.
John will be in touch with Jason this week about the Web Site changes we made at the conference call workshop.
Next Board Meeting Nov 17, 2019
Meeting adjourned: 8:55pm

Respectfully submitted,

Anne Archambault, Northeast Area Secretary

Minutes approved, November 17, 2019
Sent to Web Master (Jason At FMCA) 12/10/2019

Northeast Motorhome Association Minutes: August 12, 2019

Date: August 12, 2019 Conference Call: 515-606-5845, 907272# Time: 7pm

Barbara called the meeting to order at 7pm.> She asked Anne to proceeds with Roll Call

Attending:

Barbara Smith, Lou Snow, Charlie Lawerence, Patty Pritchard, Charlotte Burrell, John Poppe, Maureen Pellitier, Anne Archambault, Tom Ziobrowski Invited Guest: Connie Poole

Barbara asks Anne to continue with Secretary Report:

Anne asks if everyone received the minutes for June 30, 2019 for review, everyone responds yes. Maureen makes a motion to accept the minutes of June 30, 2019, Lou seconds; Anne asks if there are any corrections. Anne does ask John Poppe if he attended the meeting and he responds no, so Anne states she will include him under Absent. No other corrections were made, Barbara asks for a vote, Maureen made a motion to accept the minutes of June 30 with the correction, Lou second, and Minutes of June 30, 2019 passes unanimously.

Treasurer’s Report:

Maureen stated she has received a bill from the fairgrounds and has some confusion as to the coach count, Maureen states she will be in touch with the fairgrounds to work out the confusion. Lou asks if any vendors that stated they would come but did not, asked for a refund, Maureen stated not yet. Barbara stated the sound guy was very helpful for the seminar rooms and she saved money with him.

Rally updates:

Patty reported all 21 vendors were very happy, there was no negative feedback.
Boogie Lites was a no show and Custom Classworks cancelled. There were 2 companies washing coaches. Dealers: Barbara asked both Burdick and Colton if they would make a donation of $100.00 per coach sold to help with expenses.

Charlie reported his team parked 194 Coaches without any accidents.

John reported there were 3 incident reports:
One lady got light headed
One man’s hand was purple, Patty kept checking on him.
One lady had an elevated blood pressure and an ambulance was called and she went to the hospital.

Maureen talked about the need to add seminars and putting it in the newsletter and expressed concern that the newsletter was not read by the participants. Newsletters were always available at the information booth daily as well as at the morning donuts and coffee. All information was with Leo early so he could have it printed up for the next day.

Barbara reported her daily meetings with the fairgrounds were very productive. The electrician was very helpful and he charged accordingly. Barbara reported if we had used 3 rooms in another building it would have cost us $1000.00 per day so using the VIP room was successful. Barbara also reported there are 2 tables and 4 chairs missing from the fairground, if we don’t find them we will be charged for them. Barbara also reported that her final Northeast Area Newsletter will go out on Friday this week.

Barbara reported the fairground is averaging the cost per night on 200 coaches at $20.00 per night. She also reported the fairground staff worked well.

There was discussion about not allowing food in the Expo Center. Therefore the hot dogs and ice cream socials were held outside. Money was donated for the Hot Dogs and Ice Cream by Colton RV.

Barbara reported a Captains Meeting was held and John Traphanger attended and took notes.

Convention Committee Update:

Barbara reported that Syracuse does not have a signed contract for National 2020 Convention so a backup Center is in place at Sedalia, Missouri. Barbara said the Convention Committee may have to bring that up to the Governing Board for approval according to Jon Walker.

Barbara reported she attended a caucus and there will be major proposals because the First Assist raised the rates by 70%. Some ideas include: Raise the dues $25.00, drop the assist or suspend it, or have a separate budget for the assist.

Other discussion at the caucus was about the number of coaches needed to maintain Chapter status or Associate status.

Area VP’s have funds available to visit chapters that are in trouble or Chapters that are celebrating Anniversaries.

Barbara reports she understands that 3 vendors already have contracts for the 2020 National Convention. The Convention Committee will vote on Wednesday, pricing for Syracuse will not be available until Jan. 2020 because that is when the budget will be available from Albany.

Goals for Northeast Area

Review By-Laws, some suggestions were made while we were going through the Standing Rules

Making a succession plan, there is a concern as to seeking and mentoring people to succeed those in office now. It was suggested that someone write a policy on that and Patty volunteered to do that.

Barbara said we have Vendor Bucks that we chose not to use because of the expense and some unexpected costs.

Maureen reported that 5 Chapters received $50.00 per chapter for the Block Party. Each Chapter needed to have 10 coaches to qualify for the Block Party funds.

Anne reported 9 Chapters participated in the Chapter Fair.

National Updates:

The governing board has some serious budget items to vote on.
There is $285,000.00 cost for a software upgrade for the 2020 budget.
There is also a $6000.00 per month cost for support that will be part of the operating expenses.
Barbara discussed problems we had because we were unable to process credit cards at the rally.
Dan Ball from the National Office helped to process the credit card at the FMCA store.
Barbara stated it is our responsibility to work on a Theme for the 2020 Convention.

Patty made a motion to adjourn the meeting, Charlie 2nd and the meeting was adjourned at 8:05pm

Anne Archambault
Secretary
NEA Executive Board

Approved 00/00/2019 – – Posted on 09/12/2019

Northeast Motorhome Association Minutes: June 30, 2019

Northeast Area Minutes Date: June 30, 2019 Conference Call Time: 7pm

Barbara called the meeting to order at 7:41pm

Barbara asked Anne to do roll call;
Anne asked if anyone had any objection to her recording the minutes, hearing no objections she continued with roll call:

Present:

Barbara Smith, Lou Snow, Charlie Lawerence, Charlotte Burrell, Patty Pritchard, Maureen Pelletier, Anne Archambault Absent: Tom Ziobrowski, John Poppe Invited Guest: Connie Poole
Agenda:

Secretary Report

Anne asked if everyone had received the minutes of June 17, 2019. All responded they had, Anne asked if there were any questions or corrections. Barbara stated there needed to be a correction to the cost of the Portable Staging called the Showmobile, cost is $6000.00. Barbara asked for a motion to accept the minutes as corrected. Lou made a motion to accept the minutes, Charlie 2nd. All those in favor no objections, motion passed.

Barbara asked for a motion to adjourn. Patty made a motion to adjourn and Lou 2nd

Meeting adjourned at 7:49pm

Anne Archambault
Secretary
NEA Executive Board

Approved 06/30/2019 – – Posted on 08/25/2019

Northeast Motorhome Association Minutes: June 17, 2019

Date: June 17, 2019 Time: 7:00 pm Conference Call

Barbara called the meeting to order at 7:00pm

Anne asked if anyone minded if she recorded the meeting, no objections were made so Anne continued with roll call.

Attending:

Barbara Smith, Lou Snow, Charlotte Burrell, Charlie Lawerence, Patty Pritchard, John Poppe, Maureen Pelletier, Anne Archambault, and Tom Ziobrowski. Invited Guest: Connie Poole

Agenda:

Secretary Report
Treasurer Report
Rally Update
Questions for Tom and Lou
Questions for Fairground

Secretary Report:

Anne asked if everyone received the minutes of June 9, 2019. She asked if there were any questions. There were no questions asked. Charlotte made a motion to accept the minutes of June 9, Maureen 2nd, all those approve, no objections Motion Passed. Anne thanked the board.

Treasurer’s Report:

Maureen said she has some vendor contracts in hand.

Barbara stated the fairground has a portable trailer for staging available if we need it. Cost would be $600.00.

The rooms for seminars will be $155.00 per room per day.

Barbara also stated the Expo Building will have to have drapes for partitioning the room for vendors and entertainment; we will also need security at night.

Questions for Tom and Lou:
Day Gate information:

Lou explained that the cost for day entry was $5.00 cash per car load in 2017 collected by volunteers and handed to the Treasurer at the end of the day. It was suggested we charge $5.00 cash per person and admit young children for free.

Barbara asked if Lou would make arrangements for the Toys for Tots donations, he accepted.

Barbara asked John if he would make arrangements with the New York Police to accept stuffed animals, he accepted.

Barbara asked about Projectors and Screens, Lou suggested getting in touch with the Sound person to see if he has any connections.

Barbara stated follow up letters are going out soon to dealers. Patty asked if dealers wanted to bring in more than 10 units each could they be put across the street that is a question for the fairground.

Questions for the fairground:

Use of cones as many as we need Use of their tables and chairs, there are 400 chairs at the home center.

Use of Picnic tables, we can have 50 at no cost but more would cost us $7.75 per unit per day.

Can we have 2 Executive Board members come in on Sat to accept deliveries, the answer is yes

Can winery displays sell wine on the property, No we cannot have wineries for display.

Is there a new map of the fairground, yes and it has been sent to Tom for the program book.

Trash, will be picked up daily and there will be trash barrels throughout the fairgrounds.

Communication:

Barbara said the Welcome letter will be going out to the registrant’s packages starting this week.

Charlie suggested a phone tree to get the information out to chapters with the following information: Chapter Fair and Block Party. Barbara asked Board members to take certain Chapters to call; Barbara will email the information with contact numbers.

Vendors:

Patty reported she has sent out 42 applications.

Barbara reported that 2 people are discussing the Ladies Social, to be held on Sat from 1pm to 2:30pm.

Blood Drive, Lou reports he still hasn’t heard anything from them, Patty reported the same. Charlie expressed concern if we don’t make contact soon for advertising, Lou said we can use the Goodie bag to put a flyer in if they decide at the last minute to participate.

Standing Rules:

Barbara has sent the approved Standing Rules to Jon Walker as requested. Barbara will send a copy of our approved minutes of the Standing Rules to Penny. Barbara reports some other AVP’s have asked permission to use them as a template for their Standing Rules. Discussions held on other lines of communication such as radio and newsprint.

Discussion also about who provided ice cream at the 2017 rally.

Motion to adjourn made by Charlie and 2nd by Lou, meeting adjourned at 7:54pm

Anne Archambault
Secretary
NEA Executive Board

Approved 06/17/2019 – – Posted on 08/25/2019